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ROSI STAR — Staff Appraisal

Software that replaces the paper appraisal form: the rater awards stars on their phone, and the results are added up and charted at once for managers to read.

See the other eight guides

1Who it is for

  • Raters (in the running version, the children's parents): scanning a QR code, rating 10 items, writing comments and sending. No account, nothing to install.
  • Managers with full rights: seeing all the results, changing which details are required, clearing the data at the end of a round, changing their own password.
  • View-only managers: seeing all the results and changing their own password, but with no mode switch and no clear-data button.
  • There are 10 manager accounts built into the source (5 full, 5 view-only). There is no screen for creating accounts: to add someone, the technical team must add them to the code.
  • Whoever compiles the results uses a manager account — the software has no separate role for compiling.

2How to open it

The software runs in a browser as a single page, and works on phones, tablets and computers.

  • Raters: scan the QR code your organisation gives out (on a noticeboard, sent in a chat group) or open the link you are sent. It is ready to use at once, with no sign-in.
  • Managers: open that same link. On the "Start the survey" screen, type your phone number and press "Start the survey". The software recognises a manager's number and opens the "🔒 Management sign-in" panel for your password. There is no separate login address and no sign-in button shown on the page.
  • Fallback way in: when the system is in the mode that does not ask for a phone number (Case 2), press the small line of text in the footer to bring up the sign-in panel, then enter both the phone number and the password.
  • First password: issued privately by the technical team. Change it after your first sign-in.
  • Accounts are set up, and passwords reset, by the technical team (RosiAI).

3Everyday tasks

Opening a new appraisal round

  1. Sign in with a full-rights manager account.
  2. On the "Survey summary" page, check that the previous round's figures have been noted down or captured.
  3. To start from empty data, follow task 8 (clearing all data). Otherwise leave it — the software separates the rounds anyway.
  4. Understand how rounds work: each calendar month is a round, and the software uses the current month (as year-month) as its name. You do not name a round, and there is no button to open or close one.
  5. Give out the QR code or the link to the raters, with a closing date.

Choosing how people reach the form (Case 1 or Case 2)

  1. Sign in with a full-rights manager account.
  2. On the "Survey summary" page, find the "Details required from the rater" panel.
  3. Choose "Case 1" if the rater should only enter a phone number, with the software matching it against the list and filling in the name, class and site automatically.
  4. Choose "Case 2" if the rater should not enter a phone number but choose a site and then a class.
  5. Wait for the green line "Saved — Case … now applies to everyone." The setting takes effect immediately for everybody, including anyone with the page already open.
  6. Note: Case 2 carries no name, and cannot block duplicate submissions — the same person may send several forms in one round.

Opening the form and identifying who is being rated

  1. Scan the QR code with the phone's camera (the opening screen shows the QR code and the line "Scan the QR code").
  2. In Case 1: type the phone number registered with the organisation into "Parent's phone number", then press "Start the survey".
  3. In Case 2: choose "— Choose a site —", then "— Choose a class —", then press "Start the survey".
  4. If one phone number is attached to several people being rated (siblings at the same school, for instance), the software adds a "— Choose a child —" box; choose and press "Start the survey" again.
  5. If the number is not on the list, the software says "Please check the phone number is correct." — check it, or ask the organisation to update the list.

Awarding the ratings and writing comments

  1. In "Part I · Satisfaction rating", tap the number of stars for each item: 1★ not satisfied, 2★ slightly satisfied, 3★ neutral, 4★ satisfied, 5★ very satisfied.
  2. There are 10 items in 5 groups, A–E: A. Warmth and attention towards the child; B. Care of the child; C. Communication and working with parents; D. The child's development; E. Overall satisfaction. Two items per group.
  3. All 10 items must be rated; miss one and the software stops you with "Please rate every item in Part I before sending."
  4. Move on to "Part II · Listening to the family" and write two open answers (optional).
  5. To correct the identifying details, press "Back"; the ratings already given are kept.

Sending the form

  1. Check all 10 items have been rated.
  2. Press "Send survey". The button reads "Sending…" while it goes.
  3. The thank-you screen with the confetti means it has been sent.
  4. Press "Finish" so the software clears what was entered and returns to the opening screen — important when one device is shared between people.
  5. A form cannot be edited or withdrawn once sent. In Case 1, each phone number may send one form per round; a second attempt is told it has already been sent.

Managers reading the summary

  1. Sign in as described under "How to open it". The "Survey summary" page opens with a greeting using your name and job title.
  2. Read the three figures at the top: "Responses" (the number of forms), "Average score" (out of 5 stars), "Satisfied (4–5★)" (the proportion of ratings of 4 stars or more).
  3. Look at the "Charts" block: the satisfaction ring, the average score by site, and the distribution of star ratings.
  4. Look at "Average score by item" to see which of the 10 criteria is scoring lowest.
  5. Look at "Summary by site & class": one card per site, each holding a table of classes with the number of forms, the average and the satisfaction rate. A class with no forms still appears, with a dash in the figures — that is how you see who has not sent one.
  6. Note: the software has no approval step for forms. A form goes straight into the figures; "approving" here means reading and acting on them, not pressing a button.

Looking up an individual form

  1. Scroll to the "Individual responses" block.
  2. Filter with the "All sites" box and then the "All classes" box (the class list follows the site you choose).
  3. Type into "🔎 Search by child's name or phone number…" to find one form quickly.
  4. Choose the view: "📋 Table" — one row per form, press a row to open all its ratings and comments; or "🗂️ Grouped" — a tree of Site → Class → person rated, opened level by level.
  5. The small line "Showing …/… forms · filtered" tells you how much the filter is hiding.
  6. Quick tip: press a site or class name directly in the "Summary by site & class" table — the software sets the filter and scrolls down to the detail.
  7. Press "← Back" in the top corner to leave the management page.

Changing your password and closing a round

  1. At the foot of the management page, find the "Change password" panel, fill in "New password" and "Repeat new password" (at least 4 characters), and press "Change password".
  2. Before closing a round, write down or capture the figures: the software has no Excel or PDF export yet. The way to take the results out is a screenshot or the browser's print command.
  3. To clear everything for a new round, a full-rights account presses "🗑️ Clear all data" in the "Clear survey data" panel.
  4. Read the confirmation carefully (it states how many responses are about to go), then press "Confirm"; to change your mind press "Cancel".
  5. This clears every round, not one round or one site, and cannot be undone from the interface. The system does keep a technical backup on the server, which only the technical team can restore.
  6. If you cannot see the clear-data panel or the mode switch, your account is view-only — that is by design, not a fault.

4Tips and common problems

  • "This phone number has already sent an appraisal this round": that is by design, one form per number per month. Nothing to do.
  • Told to check the phone number: the number is not on the organisation's list, or a digit is missing or extra. Ask the organisation to update the list, or switch temporarily to Case 2.
  • You choose a site but the class list is empty, with the line "This site has no class list in the system.": that site's roll has not been loaded; tell the technical team.
  • Pressing send appears to do nothing: almost always an item has not been rated — scroll to the foot of Part I and look for the red message.
  • A shaky connection while sending: the software keeps a temporary copy on the sender's device so the ratings are not lost, but that copy is not pushed to the server on its own. On a weak connection, check whether the form reached the summary and rate it again if not.
  • The management page does not refresh itself: to see the latest forms, press "← Back" and sign in again, or reload the page.

5Frequently asked questions

I rated something wrongly and pressed send — can I correct it?

No. Once sent, a form cannot be edited, and single forms cannot be deleted from the interface. Managers only have a clear-everything button. To correct one form, the technical team must do it.

Do managers have to fill in a form?

No. When you enter a manager's phone number, the software goes straight to the sign-in panel rather than opening a form. The greeting on the management page also says plainly that you are there to read the results.

How long does a round last, and who closes it?

The round is worked out by the software from the calendar month in which a form is sent. Nobody opens or closes a round; in a new month everyone can send again.

What if I forget the manager password?

The interface has no self-service reset. Contact the technical team to clear the old password — they will issue a new one, which you should change straight away.

Can I export the results to Excel for a report?

There is no export button yet. For now, take a screenshot or use the browser's print command. This is something to add in a later version.